City Council

REGULAR MEETING DUNCAN CITY COUNCIL CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA #1Q NOVEMBER 8, 2022 5:15 P.M. INVOCATION Pastor Randal Pitts, United Church on West Plato Road FLAG SALUTE Councilman Nick Fischer ROLL CALL Mayor Robert Armstrong City Manager Kimberly Meek Vice-Mayor Jimmy Peters City Attorney David Hammond Councilwoman Patty Wininger Deputy City Clerk Christina Johnson Councilwoman Lindsay Hayes Councilman Nick Fischer Proclamation by Mayor Robert Armstrong designating and proclaiming the month of November 2022 as "Adoption Month" in the City of Duncan, Oklahoma. Mayor Armstrong read aloud the proclamation designating and proclaiming the month of November 2022 as "Adoption Month" in the City of Duncan, Oklahoma. ITEM#1: CONSIDER APPROVAL OF CONSENT AGENDA. a) Minutes of October 25, 2022. b) Minutes of November 1, 2022. (Special Meeting) c) List of Claims d) Declare the Glock 17 Serial #BNSB367 as surplus to be given to Sergeant Ron Corcorran as part of his retirement compensation. e) Payment to Brite Computers in the amount of $22,565.76 for Getac Monthly Plan 3 cloud storage and maintenance. f) Resolution cancelling the regular meeting of November 22, 2022. A motion was made by Councilman Fischer, seconded·by Councilwoman Hayes to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Hayes, Peters, Wininger, Armstrong NAY:None ITEM#2: Consider adopting a resolution establishing the filing period and date of election for the office of Councilman Ward One (1) and Ward Two (2) of the City of Duncan, Oklahoma. This item was presented by City Manager, Kimberly Meek, who advised that the City Charter contains provisions for the dates of filing and elections in Article Seven (7). The attached resolution formally establishes dates to coincide with the Charter provisions. A motion was made by Vice-Mayor Peters, seconded by Councilman Fischer to adopt a resolution establishing the filing period and date of election for the office of Councilman Ward One (1) and Ward Two (2) of the City of Duncan, Oklahoma. Upon roll call: AYE: Peters, Fischer, Hayes, Wininger, Armstrong NAY: None ITEM#3: Consider approving a contract for services with Main Street Duncan for the 2023 calendar year and authorize the Mayor to execute the contract. This item was presented by City Manager, Kimberly Meek, who advised that Main Street Duncan, Inc. has requested the Contract for Services be approved and signed by the City of Duncan City Council. Mrs. Meek advised that Main Street Duncan was established on February 28, 1986 when council passed a Resolution allowing the City Manager to proceed with an application that was submitted to the Department of Economic and Community Affairs to establish a local main street program. Mrs. Meek noted that since that time, the City of Duncan has reviewed and renewed the Contract for Services with the City of Duncan Main Street Program. A motion was made by Councilwoman Hayes, seconded by Councilman Fischer to approve a contract for services with Main Street Duncan for the 2023 calendar year and authorize the Mayor to execute the contract. Upon roll call: AYE: Hayes, Fischer, Peters, Wininger, Armstrong NAY:None ITEM#4: Consider approving the purchase of two (2) 2023 4x4 Power Stroke Ford F- 550 Super Cab & Chassis Raced Red in color from Billingsley Ford of Lawton, Oklahoma in the amount of $61,049.00 each for a total sum of $122,098.00. This item was presented by City Manager, Kimberly Meek, who advised that these cab and chassis will be used to replace the 2008 Chevrolet Kodiak Brush Attack Units as the primary Wildland Firefighting units at Fire Stations 2 and 3. The 2008 units have exceeded their service life as a front-line emergency response vehicle and can no longer meet the demands required of it. This request is for the cab & chassis with the wildland firefighting bed and body being designed by a fire truck specialist to be brought before the Council once the plans have been approved by our truck committee. The cab and chassis have a March 2023 expected delivery time. It is imperative that the Fire Department have reliable, properly functioning, safe all-weather capable vehicles to respond in at all times. The new wildland firefighting units will have an expected life span of 10-15 years. If approved, the Fire Department will rotate the 2008 Chevy Kodiak's to another department of need or declare surplus base don Council's wishes. Mrs. Meek noted that this commercial market pricing. Government fleet sales are 14-16 months out at a minimum and they can't guarantee a vehicle due to limited production. The Fire Department has been on a waiting list since May 2022 with no expected fleet products until Winger 2023. Staff feels the extra cost for a commercial product over the State bid is worth it to guarantee the vehicles and maintain the effectiveness of the Fire Department's fleet. Ford issued a two-week window to secure vehicles for 2023 models. Mrs. Meek noted that bids were as follows: Billingsley Ford Lawton, OK Commercial (5 months delivery time) $61,049.00 Bob Moore Ford, OKC, OK Commercial (6 months delivery time) $60,899.00 Zeck Ford Purcell, OK Commercial (10 months delivery time) no bid Joe Cooper Ford, Edmond OK Commercial (14 months delivery) no bid Confidence Ford, Norman, OK Commercial (14-16 months delivery) $56,053.00 Councilman Fischer asked if the increased price difference was due to the time frame being 14-16 months out. Mrs. Meek advised it was due to the time frame. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to approve the purchase of two (2) 2023 4x4 Power Stroke Ford F-550 Super Cab & Chassis Raced Red in color from Billingsley Ford of Lawton, Oklahoma in the amount of $61,049.00 each for a total sum of $122,098.00. Upon roll call: AYE: Wininger, Fischer, Hayes, Peters, Armstrong NAY:None Councilwoman Hayes expressed the importance of adoption. She explained how adoption touched her family as well as many others. She explained hciw 1 decision saved 3 lives. She urged others to become involved not only in adoption but foster care as well. Mayor Armstrong stated that his family has a similar story and stressed the importance of adoption. David Treat addressed the Mayor and Council stating that his family adopted a 3-month-old baby. He thanked Mayor and Council for recognizing adoption in the City of Duncan. He advised that Charis Pregnancy Center is making a positive impact on lives of many young girls and women. He stated that he believes in adoption and the gift of life. Councilwoman Hayes stated that she tries to get Church's involved with adoption as well as foster care. She stressed the need for those in the system that need to be visited. ITEM#S: Consider adjourning into Executive Session to discuss the purchase of real property as authorized by 25 O.S. Section 307 (8)(3). A motion was made by Councilwoman Hayes, seconded by Councilwoman Wininger to adjourn into Executive Session to discuss the purchase of real property as authorized by 25 O.S. Section 307 (8)(3). Upon roll call: AYE: Hayes, Wininger, Fischer, Peters, Armstrong NAY: None ITEM#SA: Consider reconvening the Regular Meeting of the Duncan City Council. A motion was made by Councilwoman Wininger, seconded by Vice-Mayor Peters to a reconvene the Regular Meeting of the Duncan City Council. Upon roll call: AYE: Wininger, Peters, Fischer, Hayes, Armstrong NAY: None ITEM#SB: Consider any action taken in relation to the Executive Session. There was no action taken by the Mayor and Council. ITEM#6: OTHER COMMENTS: a) By the Public Per State Statute the Mayor and Council will not be able to respond to any issues brought forward during this part of the agenda. The City Manager or the Staff will take your information and address the situation then reconnect with you. The Council Members are available before and after the meeting to address concerns on an individual basis. There were no comments from the Public. b) By the Council-There were none. c) By the City Manager-There were none. ITEM#7: Adjournment A motion was made by Councilman Fischer, seconded by Vice-Mayor Peters to adjourn the meeting. Upon roll call: AYE: Fischer, Peters, Hayes, Wininger, Armstrong NAY:None Robert Arms�, Mayor  SPECIAL MEETING/WORKSHOP #lb DUNCAN CITY COUNCIL DUNCAN CITY HALL (First Floor-Meeting Room) 1600 S. HWY 81-DUNCAN, OKLAHOMA NOVEMBER 17, 2022 5:00 P.M. ROLL CALL Mayor Robert Armstrong City Manager, Kimberly Meek Vice-Mayor Jimmy Peters City Clerk, Rebecca Contreras Councilwoman Patty Wininger Assistant City Clerk, Brian Kriss Councilwoman Lindsay Hayes City Attorney, David Hammond Councilman Nick Fischer ITEM#1: CONSIDER APPROVAL OF CONSENT AGENDA. a) Confirm the Mayor's appointment of Chris Trammell to the Planning Commission for a term expiring in November, 2024. b) Purchase of nine (9) 2022 Ford Expedition 4DR 4X4 XL vehicles equipped with all necessary patrol and warning equipment at a total cost of $535,126.71 from Phil Long Ford of Denver, LLC under the TIPS lnterlocal Price Agreement Discount 220304. Councilwoman Wininger questioned the Mayor and Council on Mr. Trammel's background. Mayor Armstrong informed that he was a business owner of rental property in Chickasha and would be involved with the Planning Commission. Councilman Fischer asked about Item#1b, Purchase of nine (9) 2022 Ford Expedition 4DR 4X4 XL vehicles equipped with all necessary patrol and warning equipment at a total cost of $535,126.71 from Phil Long Ford of Denver, LLC under the TIPS lnterlocal Price Agreement Discount 220304. He asked how many miles were on the vehicles that these would be replacing. Bo Walker, Assistant Police Chief, stated that the vehicles that these would be replacing have over 80,000 miles and were no longer feasible for use by the Police Department. He noted that these vehicles would be transferred to another department or declared surplus and sold. A motion was made by Councilman Fischer, seconded by Councilwoman Hayes to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Hayes, Peters, Wininger, Armstrong NAY: None ITEM#2: Consider suspending Section 12-369(8) of the City of Duncan regarding parking requirements for residentially zoned properties throughout the City of Duncan so that City Staff can review and analyze the impacts of the code to the community. This item was presented by City Manager, Kimberly Meek, who advised that The City of Duncan Department of Community Development, to date, has sent out approximately 300 letters to citizens of residential properties informing them of the violation to Section 12- 369(8) of city code as it relates to vehicles parked in the front yard and not on a hard, sealed surface. Mrs. Meek noted that since these letters have gone out to the citizens, concerns have been raised to the Department regarding potential impacts that strict enforcement of this code may have on the community. These include, but may not be limited to: • Impacts on natural drainage and flooding after rain events • Impacts to how emergency response vehicles may be able to traverse narrow streets • Financial implications on the community as household resources will be spent on construction costs • Community impacts based on current economic conditions (unemployment rates, inflation, Covid-19, etc.) Mrs. Meek advised that Staff would like an opportunity to review these concerns that have been raised to determine how these will impact the future growth and quality of life for all citizens of Duncan with the understanding that ordinance amendments may be required to better address both the concerns raised by citizens and the intent of the current codes. Vice-Mayor Peters asked if this would allow the letters from Code Enforcement to be suspended. Mrs. Meek advised yes. Councilwoman Wininger asked if anyone were subject to fines. Mrs. Meek advised that new letters would address concerns as well as phone logs would be kept. Councilman Fischer stated that he had concerns regarding tall grass and drainage. He asked the citizens to look for the good of the community not just oneself. A motion was made by Vice-Mayor Peters, seconded by Councilwoman Wininger to suspend Section 12-369(8) of the City of Duncan regarding parking requirements for residentially zoned properties throughout the City of Duncan so that City Staff can review and analyze the impacts of the code to the community. Upon roll call: AYE: Peters, Wininger, Hayes NAY: Fischer, Armstrong ITEM#3: Consider approving a Resolution and entering into a project agreement with the Oklahoma Department of Transportation (ODOT) for the construction of Phase 1B Heritage Trails Project. This item was presented by City Manager, Kimberly Meek, who advised that the Oklahoma Department of Transportation (ODOT) has prepared a Project Agreement for the Heritage Trails Sidewalk Project. Pursuant to the contact, ODOT will construct pedestrian walkways through designated areas in accordance with City of Duncan sidewalk master plan. Mrs. Meek noted that the Heritage Trails Subcommittee will be responsible for matching funds, in designated areas for the express purpose of this project, the balance due ODOT on selected phases as shown on the resolution included in and ODOT project agreement. A motion was made by Councilman Fischer, seconded by Councilwoman Wininger to approve a Resolution, and entering into a project agreement with the Oklahoma Department of Transportation (ODOT) for the construction of Phase 1B Heritage Trails Project. Upon roll call: AYE: Fischer, Wininger, Hayes, Peters, Armstrong NAY: None ITEM#4: Consider approving a Resolution and entering into a project agreement with the Oklahoma Department of Transportation (ODOT) for the construction of Heritage Trails Sidewalk System. This item was presented by City Manager, Kimberly Meek, who advised that the Oklahoma Department of Transportation (ODOT) has prepared a Project Agreement for the Heritage Trails Sidewalk Project. Pursuant to the contact, ODOT will construct pedestrian walkways through designated areas in accordance with City of Duncan sidewalk master plan. Mrs. Meek noted that the Heritage Trails Subcommittee will be responsible for matching funds, in designated areas for the express purpose of this project, the balance due ODOT on selected phases as shown on the resolution included in and ODOT project agreement. Councilwoman Wininger asked if the funding would come from Fund 80 or Capital Improvement. Mrs. Meek noted that the funding would come from Capital Improvement Fund 15. A motion was made by Councilwoman Wininger, seconded by Councilman Fischer to approve a Resolution, and entering into a project agreement with the Oklahoma Department of Transportation (ODOT) for the construction of Heritage Trails Sidewalk System. Upon roll call: AYE: Wininger, Fischer, Hayes, Peters, Armstrong NAY: None ITEM#S: Consider extending the completion date for the expanded Electrical Distribution System Improvements 2022 contract with Novinium until May 31, 2023. This item was presented by City Manager, Kimberly Meek, who advised that on May 24, 2022, the Mayor and City Council approved expanding system improvements by Novinium Inc. using a proprietary cable injection treatment process to include Abe Raizen Park, Bailey Beall Addition, 1st Methodist Church, Ranchwood, Crescent Drive, Maytubby Heights, Williams West, and Elk Plaza Shopping Center. Staff requested unit pricing so that as each section is tested, the appropriate treatment can be applied resulting in the longest-lasting cable injection remedy being applied. Mrs. Meek noted that the first location to be treated under this contract was Duncan Mobile Village, the UG Primary cables there are among the oldest in Duncan and many of these cables were beyond help via the treatment process. But to make this determination all cables had to be tested, spliced, and retested. A very high percentage of the splicing work requires hand digging to prevent damage to our system and other utility lines, both public and private. The next housing addition was only slightly better, and both were being hand dug during the drought. Due to being unable to treat many cables and the slow going through dirt as hard as concrete with hand shovels, the process of completing billable units of work has been slowed. Mrs. Meek advised that Novinium needs more time to complete the work, and after discussion with Duncan Power's Staff a new completion date is being requested, with no change to the total cost. A motion was made by Vice-Mayor Peters, seconded by Councilman Fischer to extend the completion date for the expanded Electrical Distribution System Improvements 2022 contract with Novinium until May 31, 2023. Upon roll call: AYE: Peters, Fischer, Hayes, Wininger, Armstrong NAY:None A motion was made at 5:16 pm by Vice-Mayor Peters, seconded by Councilwoman Wininger to suspend the meeting. Upon roll call: AYE: Peters, Wininger, Hayes, Fischer, Armstrong NAY:None A motion was made by Vice-Mayor Peters, seconded by Councilwoman Wininger to resume the meeting. Upon roll call: AYE: Peters, Wininger, Hayes, Fischer, Armstrong NAY:None ITEM#6: Preliminary discussions and workshop for the 2023 Fiscal Year CIP Budget. Preliminary Discussion and a workshop were held for the 2023 Fiscal Year CIP Budget. ITEM#7: Adjournment A motion was made by Councilman Fischer, seconded by Vice-Mayor Peters to adjourn the meeting. Upon roll call: AYE: Fischer, Peters, Hayes, Armstrong NAY: Wininger // / Robert Armstron�or /::��.'. /11 . . /7� ' L ll,J;fllf'OX)  REGULAR MEETING #1a DUNCAN PUBLIC UTILITIES AUTHORITY CITY COUNCIL CHAMBERS, DUNCAN, OKLAHOMA NOVEMBER 8, 2022 5:15 P.M. ROLL CALL Chairman Robert Armstrong General Manager Kimberly Meek Vice-Chairman Jimmy Peters Authority Attorney David Hammond Trustee Patty Wininger Deputy Secretary Christina Johnson Trustee Lindsay Hayes Trustee Nick Fischer ITEM#1: CONSIDER APPROVAL OF CONSENT AGENDA a) Minutes of October 25, 2022. b) Resolution cancelling the regular meeting of November 22, 2022. c) Renewal of the agreement for the sale of lakes permits between the Duncan Public Utilities Authority and Murf's Guns. A motion was made by Trustee Fischer, seconded by Trustee Hayes to approve the Consent Agenda as presented. Upon roll call: AYE: Fischer, Hayes, Peters, Wininger, Armstrong NAY: None ITEM#2: Consider approving an Amendment for Professional Services with Freese and Nichols, Inc. (FNI) in the amount of $211,600.00 and authorize the Mayor to execute the contract. This item was presented by General Manager, Kimberly Meek, who advised that this is an amendment to the Professional Services Agreement dated January 11, 2022. Mrs. Meek noted that FNI shall provide Construction Phase Support Services for the Clear Creek Lake Dam Phase II Embankment Evaluation this was not in the original agreement. The scope of work includes Task 3 and 4 - Engineering Design and Bid Support Services. Mrs. Meek advised that this project is financed through a low interest loan from Oklahoma Water Resources Board which was previously presented to the City Council and will not exceed original loan amount of $11,325,000.00. A motion was made by Trustee Fischer, seconded by Trustee Wininger to approve an Amendment for Professional Services with Freese and Nichols, Inc. (FNI) in the amount of $211,600.00 and authorize the Mayor to execute the contract. Upon roll call: AYE: Fischer, Wininger, Hayes, Peters, Armstrong NAY: None ITEM#3: OTHER COMMENTS: a) By the Public Per State Statute the Chairman and Trustees will not be able to respond to any issues brought forward during this part of the agenda. The General Manager or the Staff will take your information and address the situation then reconnect with you. The Chairman and Trustees are available before and after the meeting to address concerns on an individual basis. There were no comments from the Public. b) By the Chairman and Trustees-There were none. c) By the General Manager-There were none. ITEM#4: Adjournment A motion was made by Trustee Fischer, seconded by Trustee Hayes to adjourn the meeting. Upon roll call: AYE: Fischer, Hayes, Peters, Wininger, Armstrong  #1b SPECIAL MEETING DUNCAN PUBLIC UTILITIES AUTHORITY DUNCAN CITY HALL (First Floor-Meeting Room) 1600 S. HWY 81 DUNCAN, OKLAHOMA NOVEMBER 17, 2022 5:00 P.M. ROLL CALL Chairman Robert Armstrong General Manager, Kimberly Meek Vice-Chairman Jimmy Peters Secretary, Rebecca Contreras Trustee Patty Wininger Assistant Secretary, Brian Kriss Trustee Lindsay Hayes Authority Attorney, David Hammond Trustee Nick Fischer ITEM#1: Consider awarding the bid for Advanced Metering Infrastructure to Ferguson Waterworks based on evaluation criteria for $9,741,569 and Change Order No. 1 for $1,293,600 for a total of $11,035.169.00. This item was presented by General Manager, Kimberly Meek, who advised that an "Invitation to Bid Addendum No. 1" dated June 24 was mailed out to 12 approved bidders for Advanced Metering Infrastructure, a total of three (3) bids were received for the August 10, 2022, bid opening. A City Staff review committee for the Advanced Metering Infrastructure Request for Proposals was granted extended time for the review process by the Chairman and Trustees on September 27, 2022. Mrs. Meek noted that the three bidders were Techline Inc, Utility Technology Service and Ferguson Waterworks. As provided for in the Bid Documents all Bids submitted were evaluated based on four criteria and scored. The ranking from lowest to highest are Utility Technology Service, Techline Inc and Ferguson Waterworks. Mrs. Meek advised that all bids were submitted with Unit Descriptions and Unit Pricing as requested; Unit Bidding gives Duncan Utilities the most price control and flexibility as the 18-24 months project unfolds. The review committee recommends General Manger be authorized to negotiate the final cost based on Unit Pricing. The final cost will be brought to the Chairman and Trustees at a future meeting for approval. Mrs. Meek advised that clarifying the line items of the bid, there was found to be grouped lines which did not match the current infrastructure. The specific operational mismatch is found within the meter box system. Currently, there are two boxes and with the new system there would only be one. This identification necessitates the change order of additions and deductions (noted on Ferguson Bid Recapitulation form). This change ensures the successful operation of the AMI system. Trustee Wininger questioned if this was for water meters only and how long the process would take. Mrs. Meek stated that it was for water meters and that it was estimated to take 12 months but could easily run longer. Trustee Fischer asked about Ferguson Waterworks and where they were located and if this would eliminate sprinkler meters. David Yeager informed that they were officed in the Dallas metro with a field service office located in Oklahoma City and that it would not eliminate sprinkler meters. Trustee Wininger asked how long these were expected to last. David Yeager informed that they have a long-life expectancy and that there are many of these meters that are still operating after 20 years. Trustee Peters asked if this technology had been tried and tested in other utility providers and David Yeager informed that Ferguson Waterworks had years of experience. A motion was made by Trustee Wininger, seconded by Trustee Peters to award the bid for Advanced Metering Infrastructure to Ferguson Waterworks based on evaluation criteria for $9,741,569 and Change Order No. 1 for $1,293,600 for a total of $11,035.169.00. Upon roll call: AYE: Wininger, Peters, Fischer, Hayes, Armstrong NAY: None ITEM#2: Adjournment A motion was made by Trustee Fischer, seconded by Trustee Wininger to adjourn the meeting. Upon roll call: AYE: Fischer, Wininger, Hayes, Peters, Armstrong NAY: None Robert Armstrong{,Chairman /p